Office & Finance Manager

Whatif Limited; Hong Kong; On-site; HKD 360,000 - 600,000; Full time

Job summary

Whatif Limited is seeking an Office & Finance Manager to oversee the full spectrum of finance, HR administration, and executive support for our Hong Kong office. You will drive automation of manual workflows and ensure confidential handling of employee matters while supporting leadership with strategic insight.

The ideal candidate is Cantonese-native with excellent English, adept at SaaS platforms and modern cloud tools, and capable of delivering accurate financial reporting and timely

Qualifications

• Hands-on mastery of QuickBooks and full bookkeeping cycle (AP/AR, bank reconciliations, GL).
• Experience preparing monthly management accounts and financial statements.
• Ability to monitor project KPIs, margins, and cash flow.
• Strong understanding of payroll, HR admin, and statutory filings.

Responsibilities

• QuickBooks & Ledger Management: own full bookkeeping cycle including AP/AR and reconciliations.
• Financial Reporting & P&L: prepare monthly management accounts and deliver reports to MD.
• Project Budgeting & Margin Control: track weekly P&L and flag variances to management.
• Cash Flow & Treasury: monitor cash flow and ensure timely invoicing/collections.
• Audit & Statutory Compliance: prepare documentation for external accountants and filings.
• Process Automation: identify manual workflows and migrate to automated solutions.
• People Care: handle employee queries with confidentiality and support.
• HR Admin: manage contracts, MPF contributions, and statutory tax filings.
• Executive Assistance: support Managing Director with travel/logistics and prioritization.
• Facilities Management: oversee vendors, IT, and office operations with proactive planning.

Skills

QuickBooks proficiency

Financial reporting

Cash flow management

HR administration

Process automation

Tools

SaaS platforms

MS Office

Excel

Job description

The Office & Finance Manager is the backbone of our agency. You will seamlessly balance financial oversight, HR administration, day-to-day office efficiency, and executive support for the leadership team. We are looking for a forward-thinking individual who actively loathes manual repetition and looks to leverage IT solutions and automation to keep our office running lean and smart.

Key responsibilities

QuickBooks & Ledger Management: Advanced, hands-on proficiency in QuickBooks is essential — own the full bookkeeping cycle (accounts payable (AP), accounts receivable (AR), bank reconciliations, and the general ledger) and keep records audit-ready at all times.

Financial Reporting & P&L: Prepare monthly management accounts (P&L, balance sheet, and cash flow statement) and deliver clear, timely financial reporting to the Managing Director.

Project Budgeting & Margin Control: Track project-level P&L on a weekly basis (budget vs. actual), monitoring costs against client invoicing and flagging variances or margin erosion to management without delay.

Cash Flow & Treasury: Monitor cash flow and payment schedules, and ensure timely invoicing and collections to safeguard working capital.

Audit & Statutory Compliance: Prepare and organize supporting financial documentation for external accountants, auditors, and statutory filings (e.g. Profits Tax Return, Employer's Return, Annual Return with the Companies Registry).

Process Automation: Proactively identify manual financial workflows and migrate them to automated digital solutions, strengthening internal controls and efficiency.

People Care: Act as the first point of contact for employee requests, maintaining a safe, empathetic, supportive, and strictly confidential environment.

HR Admin: Manage employee contracts, corporate insurance, MPF (Mandatory Provident Fund) contributions, and statutory tax filings (e.g. IR56 series); accurately track annual leave, overtime (OT), and sick leave.

Executive Assistance: Provide high-level administrative support to the Managing Director, including diary management, travel logistics, and filtering priority tasks.

Proactive Facilities Management: Oversee day-to-day office logistics (vendors, pantry, IT troubleshooting, landlord relations) with forward-thinking anticipation rather than reactive fixing.

About you

Deep, hands-on command of QuickBooks is a must-have for this role — you can navigate the platform independently (setup, reconciliations, reporting) from day one, with no learning curve required.

Highly comfortable with modern SaaS platforms, cloud tools, and looking for ways to replace manual calculators/spreadsheets with automation.

You understand the business of creative/event agencies. You don't just log numbers; you understand what they mean for the company's profitability.

Possess deep empathy, discretion, and a genuine people-first attitude to support a creative team.

Exceptional at multitasking, organizing competing priorities, and driving a high sense of urgency without compromising accuracy.

Native Cantonese speaker with an excellent command of professional English.

About us

WHAT IF is a creative and events agency driven by a small, passionate team that believes in excellence, innovation, and storytelling. Our mission is to breathe meaning into every event we create.